User Management Guide Anyone affiliated with your blog in any of the following capacities needs to be added as a blog user : contributing content, authoring content, editing content, and/or accessing the blog for blog management. Even if a person you are adding will not be logging onto the blog directly, adding a blog user means registering that person to be affiliated with your blog in some way. Optionally, LexBlog can contact and share user information with users you add but only at your request. The user levels are available on our blogs are editor, author, and contributor. As part of user management, you can adjust a user s level during two user management processes (creating a user is initially and/or editing an existing user profile). Here s what permissions are associated with each user level: An editor may publish, edit, and/or delete posts, pages, and links, can manage users, and access blog information stored in the back end. Highest permission level available. An author may publish, edit, and/or delete his or her own posts and/or pages, but cannot edit anything created by others. They have limited access to blog information. A contributor cannot publish on the site, but s/he can save and edit his or her own draft posts. Most restrictive, lowest permission level. Some blog managers use contributor for people who will never directly access the blog. The following user management tasks are outlined in this guide and are available to blog editors. Where applicable, affiliated error messages you may encounter as you manage editors are explained with troubleshooting tips. Additionally, our FAQs regarding user management are also available in the final page of this guide. Create a New User........ 2 Add an Existing Network User...... 4 Review and/or Edit User Profile Information.... 6 Remove an Individual User....... 8 Remove Multiple Users....... 9 Add a Profile Photo....... 10 Replace a Profile Photo........ 12 Delete a Profile Photo....... 13 Note: All screenshots were taken in Chrome 32.0.1700.77 running on Macintosh OS X 10.7. If you are using a different operating system and/or browser, these screenshots may not match exactly what you see. 1
Create a New User You can add new users to blogs on which your are at least an "editor." Following are instructions for adding a user who is not currently affiliated with any of our LexBlog network blogs. (Our next set of instructions covers adding a user if they are already affiliated with our network via an existing user profile on another site.) 1. Navigate to Users > Add User From the dashboard or any page in the blog s back end, hover over Users then click Add New. 2. Under Create brand new user for this site, complete the first five fields. Username must be lowercase and cannot contain special characters or spaces. LexBlog recommends trying to match the username as closely as possible to the user s email handle (before the @ ). Display name tells our system how the person s name should appear in post bylines if/when s/he is attributed as an author. 3. Select the User Level Applicable permissions for each user level are outlined on the first page of this guide. 4. Create a password and enter it into the password fields. LexBlog recommends using a secure password generator, such as https://lastpass.com/generate/. 5. If needed, check the box next to Email user login and training info? If checked, within 15 minutes a message will be sent to the email entered in the Email Address field with the site URL, username, password, and links to our available training resources. Check spam folders if no message is seen. 6. Click the Add User button. If the user has been created successfully, you will see a Success message, e.g. Success! Added newuser (newuser@email.com) as '[role]' to [blog]. 2
Create a New User: Possible Error Messages Our system will display error messages if something didn t work during your user creation process. Some of these relate to missing fields (e.g., Please enter password in both fields. ). Others relate to our network. For example, if you receive the following error message: A user with that username already exists. Try creating a new user with a different username. Our LexBlog network settings require unique usernames for each blogger network wide. Alternatively, if you receive the following error message: A user with this email address already exists. Please try adding this existing user to this site using the next process in this guide, Add an Existing Network User. 3
Add an Existing Network User When you create a user on your blog, that user s information is stored at a LexBlog network level to prevent you having to re create blog users that belong to multiple blogs. As a blog editor of multiple blogs, you are able to add users to multiple blogs, but only have to create the new user once. 1. Navigate to Users > Add User From the dashboard or any page in the blog s back end, hover over Users then click Add New. 2. Enter the existing network user s email in the Email Address of User to Add: field 3. Click the Add Existing User button 4. By default, all existing users are added with author level permissions. To change this to Editor or Contributor, click the Edit this user's profile link that appears with the add user confirmation. 5. In the Role menu in the user profile, select the appropriate permission level for the user as it applies to this blog. 6. Click the Update User button at the end of the screen. 4
Add an Existing Network User: Possible Error Messages Our system will display error messages if something didn t work during your user creation process. If you receive the following error message: Requested user (email: user@firmwebsite.com) is already a member of the current blog (Name of Blog). You have already added this user to your site. To edit or remove this user, navigate to Users > All Users and follow the applicable instructions outlined later in this guide. Alternatively, if you receive the following error message: Sorry, you may only add users from other blogs where you are also an editor. It means the email address associated with the user you are requesting was not recognized as affiliated with a user on any other blogs on which you are an editor. Occasionally, this means the user does not have a network profile at all. To correct, you will need to be added to the blog on which the existing network user currently belongs as an Editor. Another editor colleague should be able to do this for you, or call your LexBlog representative for assistance. 5
Review and/or Edit User Profile Information You can review and edit users on sites where you are an "editor. Each user profile contains all name, contact, biographical, and photo information used to display in various places on your blog. 1. Navigate to the list of users affiliated with the blog. From the dashboard or any page in the blog s back end, hover over Users then click All Users. 2. Click the username of the user you wish to review and/or edit. His/her user profile page will appear. 3. Under Name review and/or edit fields if needed. Username: For review only; usernames cannot be changed after a user is created. Role: Level of site permissions for a user if s/he logged in to the site. See create a new user for definition of these levels. First Name, Last Name, Nickname: Important for display name options. We recommend putting exactly how you want user s name to display on blog in Nickname field. Display name publicly as: How user s name will appear in post bylines if/when s/he is attributed as an author. Display Order: Not applicable on most of our blogs. 4. Under Contact Info review and/or edit fields if needed. Note the formatting required in some of these fields. E mail: Required, protects user from being double created, is where LexBlog will send password reset info on request. Website: This is the URL to which the author name will link in post bylines. Slug...G+, Slug...Twitter, Slug...Facebook: Optional, can influence dynamic user information on site. Only include what s after the.com. URL for Website...Author Feature: This is only applicable on blogs with the Author Feature upgrade. Job Title, Location, Phone number: Optional, can influence dynamic user information on site. The ID#...LinkedIn: Optional, can influence dynamic user information on site. Only include what s after the.com. 6
5. Under About the user, the following fields are available: New Password: You may reset a user password here but this update does not give you the option to send a system message notifying the user of the change. Outside of the blog, you will have to communicate the update if the user needs log in credentials. Biographical Info: If applicable to your blog, this information will show up on a special page. User Photo: This square photo will be affiliated with user displayed information on the blog (if applicable). Specific photo management instructions outlined later in this guide. 6. If you have made any changes, click the update user button at the end of the user profile. Edit User Profile Information: Possible Error Messages When you click update user, our system will check for two possible issues: password and email. Other fields, such as the user Website or on of the social media URLs, will not be verified during the editing process, and will have to be checked by you on the front end of the blog. For example, if you input a user Website that is not a valid URL, our system does not have a way to warn you, but you can visit the blog, navigate to a blog post s/he authored, and click his/her name to see if the link works. The first error message you may encounter when editing a user is: ERROR: Please enter the same password in the two password fields. Before you encounter this error message, you will see the warning MISMATCH below the two password fields as you enter a new password. This means that the password entered in the two New Password fields do not match. To prevent this, LexBlog recommends typing out the password elsewhere, then copying and pasting the password into both field to ensure the password matches. The second error message you may encounter when editing a user is: ERROR: This email is already registered, please choose another one. This error message means the email you attempted to change the user to is already associated with another user profile on our network. Our LexBlog network settings require unique emails for each blogger network wide. If you see this error, the email will automatically revert back to the email previously associated with it. This is important to ensure users are not created multiple times (requiring maintenance of multiple user profiles per blogger). Contact your LexBlog representative for help with this error. 7
Remove an Individual User Removing a user from a blog revokes his or her access to the blog, but does not change the author byline of any posts assigned to him/her. Users can be removed from individual blogs but will remain registered on our network unless you contact your LexBlog representative after removing the user from his or her affiliated blogs. LexBlog will not remove users from our network until their posts have been reassigned to different authors, and will only globally remove users at your request. 1. Navigate to the list of users affiliated with the blog. From the dashboard or any page in the blog s back end, hover over Users then click All Users. 2. Hover over the username of the user you wish to remove from the blog. Below that username, two links will appear, Edit and Remove. 3. Click Remove below the username. 4. On the Remove Users from Site confirmation page, click the Confirm Removal button. 5. You will be redirected to the All Users page with a User removed from this site. confirmation message. 8
Remove Multiple Users If you have more than one user you would like to remove, you can remove them at the same time from your blog. All conditions explained in the Remove an Individual User section apply, including how those authors will remain attributed to posts and registered on our network. 1. Navigate to the list of users affiliated with the blog. From the dashboard or any page in the blog s back end, hover over Users then click All Users. 2. Check the boxes of users you wish to remove (on the left hand side of usernames). 3. Above the list of users, click the Bulk Actions drop down menu and select Remove. 4. Click the Apply button. 5. On the Remove Users from Site confirmation page, click the Confirm Removal button. 6. You will be redirected to the All Users page with a User removed from this site. confirmation message. 9
About User Profile Photos Depending on the design and associated features of your blog, user profile photos may appear in one of many places. For example, some of our designs automatically populate an About the Authors or About the Editors page by pulling in information from the user profile. An example of this can be seen at http://www.greentargetblog.com/editorial committee/. Other sites showcast profile photos within post content, on an author archive page, or in the sidebar. Generally, these photos must be edited to be a square (if uncertain, confirm with your LexBlog representative), and to prevent slow load times on your site, should be no larger than 300 pixels by 300 pixels and/or 72dpi. Before uploading a profile photo (for the first time or to update an outdated photo), you must edit the photo outside of the blog (crop and re size, if needed to be a 300 pixel or less square) and have it saved as a file on your computer. For photos, the following file types are currently accepted: jpeg, jpg, gif, and png. Add a Profile Photo Note: If you are already in a user profile, skip to step three. 1. Navigate to the list of users affiliated with the blog. From the dashboard or any page in the blog s back end, hover over Users then click All Users. 2. Click the username of the user you wish to review and/or edit. His/her user profile page will appear. 3. Navigate to the About the User > User Photo section of the user profile. 4. Click the Choose File button, find the file in your computer, and click the open or equivalent button (as you would an email attachment). 5. Click the Update User button at the end of the screen. 10
Add a Profile Photo: Possible Error Messages and Troubleshooting When you click Update User our system will attempt to associate the uploaded file with the user profile. If your file is too large or the wrong type, you may encounter an error message. For example: Upload error: The file extension [TYPE] is not allowed. Must be one of: jpeg, jpg, gif, png. In place of [TYPE], the extension you attempted to upload will display. You will need to re upload a file in one of our approved formats: jpeg, jpg, gif, or png. On a small number of our blogs, profile photo uploads require approval. If, after uploading the user photo you scroll down to the user photo area and see Approval status pending below the uploaded photo, select "approved" from the "Approval status" drop down and click "Update User." 11
Replace a Profile Photo Note: If you are already in a user profile, skip to step three. 1. Navigate to the list of users affiliated with the blog. From the dashboard or any page in the blog s back end, hover over Users then click All Users. 2. Click the username of the user you wish to review and/or edit. His/her user profile page will appear. 3. Navigate to the About the User > User Photo section of the user profile. 4. Click the Choose File button, find the file in your computer, and click the open or equivalent button (as you would an email attachment). The newly selected file will override the current photo after step five. 5. Click the Update User button at the end of the screen. 12
Delete a Profile Photo Note: If you are already in a user profile, skip to step three. 1. Navigate to the list of users affiliated with the blog. From the dashboard or any page in the blog s back end, hover over Users then click All Users. 2. Click the username of the user you wish to review and/or edit. His/her user profile page will appear. 3. Navigate to the About the User > User Photo section of the user profile. 4. Check the Delete photo? box. 5. Click the Update User button at the end of the screen. 13
Additional Clarification for User Management (FAQs) How do I change the permission level for an existing user on the blog? See step three of Review and/or Edit User Profile Information, earlier in this guide. You will change the Role field (drop down). After making this change (if you have no other changes to the user profile), skip to the final step in this same process to Update the user information with our system. How do I change where blog visitors go if they click an author name in the post byline? See step four of Review and/or Edit User Profile Information, earlier in this guide. You will change the Website field under Contact Info. After making this change (if you have no other changes to the user profile), skip to the final step in this same process to Update the user information with our system. One of the lawyer s names is misspelled on the blog. How can I correct this? See step three of Review and/or Edit User Profile Information, earlier in this guide. You will type the correct spelling of the name to display on the site in the Nickname field then select the correctly spelled name from the Display Name drop down menu. After making this change (if you have no other changes to the user profile), skip to the final step in this same process to Update the user information with our system. Please note: It is possible that some instances of a name on a blog will not be displayed based on information from the user profile. If you update the Nickname then Display Name for a user and still do not see his or her name correctly spelled somewhere on the site, it is possible you will need to edit another section (e.g. go directly to the page editor if the typo appears within page content) or, if you cannot determine where the typo can be corrected, you can always contact your LexBlog representative. I ve added a headshot to a user profile and am reviewing the blog, and on the blog, the photo looks funny (stretched out, cropped, etc.). How can I fix this? Before uploading a profile photo, you must save the photo on your computer in a site ready format. This means, it must be sized and proportioned correctly. With a few rare exceptions, all LexBlog user photos should be a square, and should be uploaded at 72dpi to prevent slow or incomplete page loads. Try re saving the file on your computer (confirming it is the right proportion and pixels) and replace the photo using the Replace a Profile Photo process outlined earlier in this guide. 14